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2.Prioritize IT STRATEGY PLAN initiatives - The ICT Steering committee needs toprioritize these IT STRATEGY PLAN initiatives, based on available funding and capability tosource funding and vendors. These initiatives can be prioritized according to the scoringframework provided.3.Develop a transparent ICT procurement process – To prevent ICT’s from beingimplemented without due consideration for the organizational and functional needs, atransparent process should be implemented based on detailed system requirements.4.IT STRATEGY PLAN Initiatives funding to come from CAPEX or specialproject funding – Funding for IT STRATEGY PLAN initiatives, are over-and-above thecapital required for the normal operation of the municipality. Funding should be provided bybudgeting for capital expenditure items, and by applying for donor grants.1.10.3.E-Government ServicesE-Government services are effectively normal services provided through e-channels such asinternet/email, telephones, and computers. Following are the key e-Government services thatFetakgomo – Greater Tubatse municipality should implement as part of their INFORMATIONTECHNOLOGY STRATEGY PLAN.1.Train all managers in budgeting and financial basics – in order to improve theadoption of the financial system in the municipality, all managers should do their departments’budget, and financial analysis on Venus module that deals with budgeting. This may requireadditional training.2.Implement IDP Information Management System - The municipality is required toestablish and manage an internal IDP system. The system should be capable of planning,prioritizing, and tracking progress on IDP initiatives. This should be linked to budgeting andproject management systems in order to evaluate progress and performance management.3.Implement and Roll out Document Management System (DMS) toeveryone in the municipality – Information from DMS should be made available inpaper format, or by providing shared PC’s for staff that do not have their own. Minutes, Bylaws,and public notices should be reproduced free of charge from DMS, and made available to thepublic.4.Deploy services to remote areas by using ICT’s –in order to provide the staff atthese offices with the tools to answer all types of queries, not just financial ones etc.5. Implement a central Information contact center- Implement a central contact center integratedwith DMS for emergency services and service requests/complaints. This should allow for allpublic calls, information, service request, enquiries, emergencies etc. to be logged and handled.This does not mean that calls are just logged and forwarded. Agents should be able to answer7

all reasonable municipal queries as a first line contact Center. More complicated requestsshould be forwarded to the relevant people. All requests should be logged, and allocated inDMS.1.10.4.Platform ServicesThe following section defines the platform services on which the provisioning of egovernment services is dependent.a.Application Platform (Software) - Ensure continued support for Venus\Solar andPayday System.b.Implement Citrix terminal server for resource intensive applications – allresource intensive applications for remote stations, DMS & internet should be deployed viaCitrix. Develop and implement desktop & Server standards - The servers are Windows Server2008 R2. This ensures easier support and updates. Servers should be upgraded to the latestOS.ICT Infrastructure ServicesThe following ICT improvement opportunities have been identified:1. Consolidate Servers – Once the servers have been upgraded, all applicationsshould be consolidated, and the number of servers reduced. Vendor applications canall be run off the same servers. The municipalities’ IT service provider should be ableto remotely manage and configure these servers.2.Upgrade Server Room Infrastructure - The computer room should ideally adhere tobest-practice standards and have amongst others access control, temperature control, raisedflooring, static protection etc.3.Implement ADSL for Internet Access - The current bandwidth for externalconnectivity is extremely slow and should be upgraded to accommodate email and Internetconnectivity and also prepaid updates. An uncapped ADSL solution should be investigated orboth of the above proposed solutions.1.10.5.ConclusionIn order to address the strategic importance of ICT in the Fetakgomo – Greater Tubatsemunicipality, and change the system to accommodate these new needs, individuals in theorganization will be required to change their paradigms.Although this is not the purpose of an IT STRATEGY PLAN, it is hoped that the techniques andframeworks established during the development of the IT STRATEGY PLAN will aid themunicipality in providing a platform for such change.8

2. Context and approachThe modern and different needs of municipalities require new and more innovative responses frominformation systems, information technology as well as information management system. Therefore,when municipality begins to deliver these systems that will enable more effective functioning, itcharacterizes the well-being of municipality in the information age. This however, places greateremphasis on municipality to accommodate the rapid technological surge. Corollary, we findinformation technology as a major catalyst for creating change. We witness every day, the emergenceof new challenges and advantages that it brings to the business environment, both in public andprivate sectors.The focus of ICT in municipalities has traditional been on technology and infrastructure.Software is purchased to automate manual processes. The most important automation hasbeen financial accounting, driven by a need for more detailed data on budgeting andexpenditures.“Financial accounting only tells you about things that are measurable.it does not deal withpeople problems and challenges. Using financial accounting to deal with people problems islike playing rugby with a volley ball: the tool is not suited to the sport.” It focuses almostexclusively on acute problems and surface effects: revenues, costs, etc. This can be likenedto keeping score in a soccer game. The score shows who won or lost, but not how the gamewas played or the rules of the game.This raises a challenge for the municipality in trying to understand the demands of servicedelivery in the context of a government system, the flows or blockages of information, andcollaborating and participating with various stakeholders.“A (municipality) is an ecological system (made up of people working in a community), and theinformation systems should deal with the whole environment to help executives understandwhat’s going on.” This requires of all councilors and officials to build environment whereinformation systems and information technology is not only aligned to the broader processes ofservice delivery, but to deal more effectively with people (employees citizens, funders, othergoverningbodies). “Until an executive understands what’s going on, his judgments anddecisions will be flawed, distorted, incomplete or inaccurate. People believe that they want tobelieve, and what is strongly desired is easily believed”. To achieve this requires commitmentand synergy in effort.2.1.Information Technology Strategic PlanningIn order to understand the human, information, and functional needs of the municipality, anapproach called Information Technology Strategy planning is used. The overall project objectiveof the IT STRATEGIC PLAN is to provide an appropriate and stable platform to:1. Strengthen, effectively manage and implement the Municipality’s IDP process.9

2. Assist with the co-ordination and future planning of the functions, particularly servicedelivery, of the Municipality.3. Improve revenue collection.4. Improve the effective management of the municipality’s assets.5. Improved utilization of the Municipality’s human resources.6. Facilitate accurate and timeous statistical and performance management reporting forall levels within the municipality and also reporting required for customers andexternal stakeholders (e.g. National and Provincial government).7. Facilitate improved access to electronic based data resources and communicationsystems.8. More importantly to reduce the costs of delivering of delivering and managingservices delivery using technology.2.1.1. Purpose of IT STRATEGYThe IT STRATEGY is required to provide a long-term vision for information systems andinformation technology in Fetakgomo – Greater Tubatse municipality that is based on themunicipalities’ strategies and vision, human and information needs, and regulatorycompliance. The IT STRATEGY presents a framework and methodology to providemanagement with the facilities to help them achieve their overall strategic objectives, plan,review, and control information systems projects. The IT STRATEGY also contains specificelements to give guidance on what is required and how it will be done, the use of explicit toolsto support and automate the process, and how to manage and sustain the quality of theresults.The purpose of the IT Strategic Plan is therefore to:1. Ensure that information systems strategic planning is consistent, aligned andfully integrated within the broader strategic business planning processes ofthe Municipality, the District, and the Province and as a whole at the threelevels of business (strategic, tactical and operational).2. Introduce and implement the concept of an integrated public counter (eGovernment services) in Fetakgomo – Greater Tubatse and theimplementation of e-Governance in the near future.2.1.2. ExpectationsThe following expectations and needs were identified:The IT STRATEGIC Plan must;1. Provide a Comprehensive, Prioritized Plan for Information Systems,incorporating systems support2. Support achievement of strategic objectives thereby ensuring alignment andcoordination with information systems10

a. Integrated Information Systemsb. Achieve circuit goalsc.Ensure correct delivery structuresd. Access to Timely Informatione. Be User Friendly, Accessible, Accurate, Holistic, and Flexible.2.1.3. ObjectivesAn enterprise overview of the municipality’s business processes, and how the municipality’sInformation Technology (IT) environment interfaces with the business processes to contributetowards the following.1.Implementation of the Council’s IDP process.2.Improvement in the quality and cost effectiveness of service delivery3.Improved revenue collection.4.Improved management of the municipality’s assets.5.Improved utilization of the Municipality’s human resources.6.Facilitate the process of delivering effective and efficient service.2.1.4. OutputA fully functional IT Strategy Plan developed that assist the municipality in delivering servicein a more effective and efficient manner.2.1.5. BeneficiariesThe direct beneficiaries of the projects identified in the IT STRATEGY PLAN will be themunicipality and its employees/departments, who will be capacitated to manage the municipalsystems. The community will benefit indirectly as they should receive more efficient andeffective service delivery and improved financial and technical customer information facilities.2.1.6. Key StakeholdersThe IT STRATEGY PLAN is based on review of acts, policies, guidelines, documents of theFetakgomo – Greater Tubatse municipality and interaction with some key stakeholders.2.1.7. Strategic Business ArchitectureThis phase is aimed at agreeing on a general understanding of the strategic activities of themunicipality, and how it relates to information and communication technology (ICT)requirements in general. The following section will review the municipalities’ key strategies,mission, purpose, values, and challenges in order to provide direction, and a foundation forthe IT Strategy Plan.11

2.1.8. Objectives of local governmentAccording to the Constitution, the objectives of local government are:1. To provide democratic and accountable government for local communities;2. To ensure the provision of services to communities in a sustainable manner;3. To promote social and economic development;4. To promote a safe and healthy environment; and5. To encourage the involvement of communities and community organizationsin the matters of local government.A municipality must strive, within its financial and administrative capacity, to achieve theobjects set out in subsection.2.1.9. Developmental duties of municipalitiesA municipality must:1. Structure and manage its administration, and budgeting and planningprocesses to give priority to the basic needs of the community, and topromote the social and economic development of the community; and2. Participate in national and provincial development programmes.2.1.10. Municipalities in co-operative governmentThe national government and provincial governments, by legislative and othermeasures, must support and strengthen the capacity of municipalities to manage theirown affairs, to exercise their powers and to perform their functions.Draft national or provincial legislation that affects the status, institutions, powers orfunctions of local government must be published for public comment before it isintroduced in Parliament or a provincial legislature, in a manner that allows organizedlocal government, municipalities and other interested persons an opportunity to makerepresentations with regard to the draft legislation.2.1.11. MandateLocal municipalities are mandated to:1. Pass by-laws - local laws and regulations about any of the functions they areresponsible for. By-laws may not go against any national laws.2. Approve budgets and development plans - every year a municipal budget mustbe passed that sets down how money will be raised and spent. The municipalitymust also approve the Integrated Development Plan (IDP).3. Impose rates and other taxes, for example property tax.12

4. Charge service fees for using municipal services like water, electricity, libraries,and so on.5. Impose fines for people who break municipal by-laws, for example traffic fines orlittering.6. Borrow money - the council can take a loan for a development or other projectand use municipal assets as surety.2.1.12. ResponsibilitiesLocal municipalities are responsible for the following services:1. Electricity delivery2. Water for household use ( although in our case is provided for by the Districtmunicipality)3. Sewerage and sanitation4. Storm water systems5. Refuse removal6. Fire fighting services( District )7. Municipal health services8. Decisions around land use ( Administered by the Tribal Authority)9. Local roads10. Local public transport11. Stre

In implementing this vision, the INFORMATION TECHNOLOGY STRATEGY PLAN current state assessment has determined a number of environmental challenges that may hinder the achievement of these ideals. . document should come from capital expenditure or special project funding. 1.9. Expected Benefits By implementing the IT Strategy Plan, Fetakgomo .